Student Activity Venues

General Regulations

1.All student activity venues are primarily for the use of students of the City University of Hong Kong.
2.Users shall observe the opening hours of student activity venues. Any use of venues outside opening hours must be approved in advance by Student Development Services (SDS).
3.Safety and Security
Do not block or interfere with any emergency lighting, fire services devices, signage, escape routing and pedestrian flow.
The stated seating capacity of the venues shall not be exceeded.
The activities to be carried out shall be appropriate to the venue and pose no potential hazard to the University community. Users shall ensure the activities are conducted safely.
Users are advised to safeguard their own belongings. SDS will not be responsible for any loss or damage to any personal property.
Users are responsible for obtaining any necessary licenses for their functions.
Observe and comply with all relevant statutory requirements, regulations ordinances and laws applicable in HKSAR.
4.Use of Venues
Users shall keep all venues clean and tidy.
Users are responsible for reinstating the facility to its original condition immediately after use.
Do not create excessive noise that may affect the normal activities on campus or cause nuisance to others.
Smoking and suspected gambling in any forms are prohibited in all venues.
Commercial activity is not allowed in any venues.
Prior approval of SDS must be obtained for any sales or fund-raising activities to be held in the venues. All Multi-purpose Rooms and Studios are improper for organizing class and conference.
5.Equipment, Furniture, Fittings and Fixtures
Do not post materials anywhere which may cause damage or stain to building fabrics such as window, ceiling, floor, wall, door, etc.
Musical instruments, AV system, furniture and equipment of all venues must not be moved away without prior approval of SDS.
Do not plug or unplug the wires of AV system without prior approval of SDS. In addition, SDS shall not provide the technical support for AV System.
Setting of Partitions shall be arranged by users.
Users shall be liable for any loss or damage to equipment, furniture and fixtures in the venue which may be caused by negligence, unintentional act, unauthorized maintenance or any other causes. Users shall bear the total cost incurred for repair or replacement.
6.Display
Present all banners, notices or promotional materials with name or logo of CityU and / or department and / or student societies with authorization for identification.
Ensure the displays and all materials of the event comply with intellectual property rights.
Do not disseminate or display information or material involving commercial value, profit-related nature and / or personal use.
Try to make the event and / or display environmentally friendly.
7.Food and Drink
NO food and beverages allowed in the rooms.
Consumption of alcoholic beverages is not allowed. Students who exhibit irrational behavior which causes fear or distress to others may be subject to disciplinary action.
Users shall keep the environment clean and dispose of litter properly.
Prior approval shall be sought in case that refreshment will be served in any venues.
8.Booking
Eligible users are required to observe the booking policies and procedures for respective venues.
The person-in-charge of the event shall be present at the venue during the whole event in order to provide supervision, assist all users in using of facilities and equipment, and ensure the regulations will be adhered to.
For any special request such as on-the-day booking, advance booking exceeding the entitled period and multiple or block booking for special functions, the applicant is required to send the request to SDS via e-mail (sormbook@cityu.edu.hk) or contact SDS counter during office hours.
Booking of the venues is provided for University activities only. For non-University activities, a special request shall be sent to SDS via e-mail (sormbook@cityu.edu.hk). Confirmation of booking and hiring charges will be subject to SDS's approval.
No change of use is allowed without prior written consent of SDS. Subletting of venues by users is strictly prohibited. Transferal of reservation among students, societies or to outsiders is not allowed.
SDS reserves the right to arrange room swapping if necessary.
9.Cancellation of Booking and No-Show Policy
If a booking is no longer required, user must cancel the booking via the online booking system or by notifying SDS through email (sormbook@cityu.edu.hk). Cancellation must be submitted at least 5 hours before the scheduled event.
Booking will be cancelled when Black Rainstorm Signal, Pre-No. 8 Typhoon Warning Signal or above is issued. All activities shall be terminated as soon as practicable. Please refer to the Adverse Weather Arrangements of the University for details.
If user fails to honor the reservation by not showing up in the venue within first 15 minutes of the reserved period, the booking will become null and void automatically and it will be considered as “no-show”.The venue will be released and the user will not be able to reclaim the reserved timeslot.
For a third “no-show” violation, the concerned users will be withdrawn from the privilege of reserving both venues and equipment of SDS for one month.
For a forth “no-show” violation and above, the concerned users will be withdrawn from the privilege of reserving both venues and equipment of SDS for three months or more.
10.SDS reserves the right to refuse a booking, to remove and dispose of any material, or to immediately stop any activities for safety, hygienic or statutory reasons, or for non-compliance with the stated rules and regulations without prior notice.
11.Users who fail to observe the aforesaid regulations and / or specific regulations for use of certain venues (if any) may be debarred from booking and using the venues and / or borrowing furniture or equipment. The misbehavior may also be reported to authorities concerned for appropriate disciplinary action.
(Updated: July 2018)

Regulations for the use of Multi-Purpose Rooms and Studios

1.Eligible Users
Registered student societies of City University of Hong Kong are eligible to reserve Multi-Purpose Rooms and Studios for organising student activities (Studios are preferred for dancing performance & practice). Departments are also eligible to reserve the venues for University functions. All Multi-purpose Rooms and Studios are improper for organizing classes and conference. Venue usage shall not involve any commercial, political, profit-related and/or personal activities.
2.Opening Hours
The opening hours are from Monday to Sunday, 09:00 to 22:50.
3.Booking
Prior booking shall be made online through the Venue and Classroom Booking in CityU Portal.
Users can also view or cancel their reservations online via the same system.
Users can reserve the venues up to 90 days in advance.
On-the-day booking is not available.
4.Use of Multi-Purpose Rooms and Studios
Transferal of reservation among students, societies or to outsiders is not allowed.
Users shall not bring along any outsiders without prior permission.
Users shall not leave the room unattended at anytime during the reserved period.
SDS shall not provide the technical support for AV System.
AV System in MPR D (R5004) is only available for Mon-Fri 14:00-17:30.
Any damage to or malfunction of equipment, furniture or fixtures in the rooms shall be reported to SDS at once. In case of misuse or negligence, users will be held responsible for the total cost incurred for repair or replacement.
5.Cancellation of booking
If a booking is no longer required, user must cancel the booking via the online booking system or by notifying SDS through email (sormbook@cityu.edu.hk). Cancellation must be submitted at least 5 hours before the scheduled event.
6.Users shall also comply with the General Regulations.
(Updated: July 2018)

Regulations for the use of Music Rooms / Music Station / Band Room

1.Eligible Users
Students of City University of Hong Kong are eligible to reserve Music Rooms / Music Station / Band Room for music activities or band practice. CCCU, exchange, visiting and occasional students are not eligible to reserve above rooms.
2.Opening Hours
The opening hours are from Monday to Saturday, 09:00 to 21:00. The venues will be closed on Sunday & Public Holidays.
3.Booking
Prior booking shall be made online through the SDS Student Activity Venue Booking in CityU Portal.
Users can also view or cancel their reservations online via the same system.
All available time slots will be reserved on first-come-first-served basis.
Users can reserve the venues up to thirty days in advance.
The duration of each session is one hour. All sessions start on the hour, e.g. 09:00, 19:00.
The quota of reserving time slots for each user is four hours per three days.
Each user will be given an annual reservation allotment of 450 hours.
Users must show up within the first 15 minutes of the reserved period. Otherwise, the reservation will become null and void automatically. Only Music Rooms and Music Station will be released and the user will not be able to reclaim the reserved timeslot. Walk-in users are eligible to use the venue on first-come-first-served basis by reporting at the Service Counter of Flow Centre (G200, G/F, Li Dak Sum Yip Yio Chin Academic Building) during its opening hours.
4.Use of Music Rooms / Music Station / Band Room
Users shall check in the reserved room by presenting their student I.D. cards at the card reader outside the room.
Transferal of reservation among students, societies or to outsiders is not allowed.
Users shall not bring along any outsiders without prior permission.
Only music related activities shall be carried out in Music Rooms, Music Station and Band Room. Meeting, studying and dancing are not allowed.
Users shall not use Music Rooms / Music Station / Band Room for private teaching of musical instruments.
Student societies who wish to use Music Rooms / Music Station / Band Room for conducting courses shall obtain prior permission from SDS.
Users shall not leave the rooms unattended at anytime during the reserved period.
Users shall not move the musical instruments in Music Rooms / Music Station /Band Room without prior permission.
Users shall study the operating instructions before using any equipment. Keep the volume down and switch the equipment off after use.
Any damage to or malfunction of musical instruments, furniture or fixtures in the rooms shall be reported to SDS at once. In case of misuse or negligence, users will be held responsible for the total cost incurred for repair or replacement.
5.Cancellation of booking
If a booking is no longer required, user must cancel the booking via the online booking system or by notifying SDS through email (sormbook@cityu.edu.hk). Cancellation must be submitted at least 5 hours before the scheduled event.
6.Users shall also comply with the General Regulation.
(Updated: Aug 2017)

Regulations for the use of Theme Rooms

1.Eligible Users
Registered student societies of City University of Hong Kong are eligible to reserve Theme Rooms at the Flow Centre in Li Dak Sum Yip Yio Chin Academic Building for organising student activities that align with the theme of respective venues.
2.Opening Hours
The opening hours are from Monday to Saturday, 09:00 to 21:00. The venues will be closed on Sunday & Public Holidays.
3.Theme / Target Activities
The following theme rooms are established to promote special target activities initiated by and / or for students of City University of Hong Kong.
Room No.VenueTheme / Target Activities
G302Soul TalkPersonal Growth and spiritual development
G304Service LearningCommunity Service
G313PlanetIntellectual Development
4.Booking
Prior booking shall be made in writing. The completed application form with all necessary details and information shall be submitted to Service Counter of Flow Centre (G/F, Li Dak Sum Yip Yio Chin Academic Building) or email(sormbook@cityu.edu.hk) for processing at least 7 working days prior to the schedule event. Late applications will not be considered.
Booking for activities not related to the any above themes will not be considered. Booking by external organization will not be entertained.
Users can reserve the venues up to two weeks in advance.
All available time slots will be reserved on first-come-first-served basis.
All sessions are available on hourly interval and start on the hour, e.g. 09:00, 19:00. Time for setting up and dismantling work of the venue shall be included in the reservation period.
Email confirmation will be sent to successful applicants.
Users must show up within the first 15 minutes of the reserved period. Otherwise, the reservation will become null and void automatically. The venue will be released and the user will not be able to reclaim the reserved timeslot.
5.Use of Theme Rooms
Users shall check in with their student I.D cards. For safety, please keep the email confirmation while using Theme Rooms.
Transferal of reservation among students, societies or to outsiders is not allowed.
Users shall not bring along any outsiders without prior permission.
Users shall not leave the room unattended at anytime during the reserved period.
The use of theme rooms shall be consistent with academic ambience, compliant with safety and security requirements, and primarily for organization of the target activities without causing offence to members of CityU.
Any damage to or malfunction of equipment, furniture or fixtures in the rooms shall be reported to SDS at once. In case of misuse or negligence, users will be held responsible for the total cost incurred for repair or replacement.
Refreshment and drinks is not allowed in the room except special approval in advance.
6.Cancellation of booking
If a booking is no longer required, user must cancel the booking by notifying SDS through email (sormbook@cityu.edu.hk). Cancellation must be submitted at least 5 hours before the scheduled event.
7.Users shall also comply with the General Regulations.
(Updated: July 2018)

Details of Multi-Purpose Rooms and Studios

Online booking of the Multi-Purpose Rooms and Studios shall be made through the Venue and Classroom Booking in CityU Portal. (Under < For Student Societies Only > of < Student Portal >, click on < Venue and Classroom Booking >.)
Users must observe the General Regulations of Student Activity Venues
Bank of China (HK)ComplexRoom No.VenueCapacity (approximate)Size (M2)Opening hoursFacilities & Equipment Provided
4/FR4057AJames Liu Multi-Purpose Room A8016209:00 - 22:50(Daily)Details
R4057BJames Liu Multi-Purpose Room B120225
R4057CJames Liu Multi-Purpose Room C80171
5/FR5004Multi-Purpose Room D60135
R5000Multi-Purpose Room E3059
Li Dak Sum Yip Yio Chin Academic BuildingRoom No.VenueCapacity (approximate)Size (M2)Opening hoursFacilities & Equipment Provided
G/FG408Studio 13010809:00 - 22:50(Daily)Details
G412Studio 230107
* G408 and G412 are preferred for dancing practice and performance

Details of Music Rooms / Music Station / Band Room

Online booking of venues shall be made through the SDS Student Activity Venue Booking in CityU Portal. (Under < For Student Societies Only > of < Student Portal >, click on < Venue and Classroom Booking >.)
Users must observe the General Regulations of Student Activity Venues
Bank of China (HK)ComplexRoom No.VenueCapacity (approximate)Size (M2)Opening hoursFacilities & Equipment Provided
4/FR4210Band Room82109:00-21:00(Mon- Sat; Closed on Sunday & Public Holidays)Details
Li Dak Sum Yip Yio Chin Academic BuildingRoom No.VenueCapacity (approximate)Size (M2)Opening hoursFacilities & Equipment Provided
G/FG204Music Room 191109:00-21:00(Mon- Sat; Closed on Sunday & Public Holidays)Details
G315Music Room 22037
G307Music Station40129

Theme Rooms at the Flow Centre

Prior booking of Theme Rooms must be made in writing Activities organised must be aligned with the themes of respective venues.
Users must observe the General Regulations.
Li Dak Sum Yip Yio Chin Academic BuildingRoom No.VenueTheme / Target ActivitiesCapacity (approximate)Size (M2)Opening hoursFacilities & Equipment Provided
G/FG302Soul TalkPersonal Growth and spiritual development4069 09:00-21:00(Mon- Sat; Closed on Sunday & Public Holidays) Details
G304Service LearningCommunity Service3058
G313PlanetIntellectual Development2036